Development Officer Handbook

Transcription

1 Development Officer Handbook 1 P age

2 : Contact Reports How to Create and View Contact Reports Tasks How to Use Crystal Reports How to OneDrive from Handheld How to WinZip from Handheld How to VPN from Handheld How to Find Differences in Excel Files Appendix 1: Training Overview Appendix 2: Proposal Checklist and Flowchart Appendix 3: Proposal Log Form Appendix 4: Advance Shortcuts Appendix 5: Foundation Account Code List 2 P age

3 Contact Reports How to Create and View Contact Reports 3 P age

4 Create Contact Report All Contact Reports should be entered from the Entity Overview Screen. Entering Contacts from the Prospect view will lead to INACCURATE reporting data. 1. Search for the Entity that needs a Contact Report added. 2. From the Entity Overview Screen. 3. Look for the Prospect Summary bar. 4 P age

5 4. Confirm that there is Prospect Information entered in this block. 5. If Prospect Information exists. Skip to step If Prospect Information does NOT exist. Send an to requesting the creation of a Prospect ID. Once you have confirmed that a Prospect ID exists OR you have requested a Prospect ID continue with Contact Report creation. DO NOT WAIT FOR PROSPECT ID CREATION. 5 P age

6 7. Scroll down on Entity Overview Screen. Look for Contact Report List For Entity. 6 P age

7 8. Click New on the Contact Report List for Entity. 9. Fill out the Contact Report. (USE THE LETTER GUIDE BELOW) Auto-populates. You can unclick the Joint box if Donor does not want Joint credit. Auto-populates if Prospect ID exists. 7 P age

8 A. Contact Type* Contact Type A B C D E F G I Definition (Attempted Contact) tried to contact a current or prospective donor by phone, or letter with no response (Token of Appreciation) a memento that was presented or sent to a current or prospective donor or constituent (LinkedIn) You connected with a current or prospective donor through LinkedIn (Twitter) you tweeted and received a response for a current or prospective donor or you responded to a tweet from a current or prospective donor that started a dialogue ( ) correspondence by with a current or prospective donor (Facebook) You connected with a current or prospective donor through Facebook (Campaign/Member) An interaction with alumni, donors, and board members at a campaign or board meeting (Information) Information on a current or prospective donor or constituent that will aid in the cultivation of the relationship with that individual or organization in the future L N P R (Letter) Written correspondence in letter format that was sent by mail or to a current or prospective donor (Events) Occurrence that you host or attend, on or off campus, where you have an interaction with a current or prospective donor that is general in nature (Campus Visit/Meeting) An interaction on campus by a DOD that was pre-arranged for a current or prospective donor to visit the University (Stewardship Reports) A report to the donor on the status of an endowed or non-endowed fund or a project/program where they have provided financial or volunteer support S T U (Personal Scheduled Visit/Meeting) A pre-arranged, face-to-face interaction with a current or prospective donor, where the conversation moves the relationship forward on the donor commitment continuum (Phone Call) Making or receiving a phone call with a current or prospective donor or constituent (Personal Unscheduled Visit/Meeting) A chance interaction with a current or prospective donor where the conversation moves the relationship forward on the donor commitment continuum 8 P age

9 V (Chat/IM) You connected with a current or prospective donor through Chat/Instant Messaging platform B. Purpose* (All Purposes are available but 4 have been set aside specifically for Development Officers.) Purpose Z I O S H W C A M R V P Definition/Who Uses? (DOD specific in green) (Appreciation) Donor Relations (1 st Time Contact) This may only be entered one time. Only for the first time that a University representative meets with a Prospect. The system will NOT allow this to be assigned twice. It is important that this be used appropriately. (Outside Inquiry) Records Group and Alumni Association (Solicitation) Use when asking for the donation. (Sponsorship) Alumni Association (Stewardship) Use when meeting with Donor post-solicitation/post-donation. (Cultivation) Use when meeting with Donor pre-solicitation (Alumni Relations) Alumni Association (Memberships) Alumni Association (Records) Records Group (Volunteer Activity) Alumni Association (Programs) Alumni Association and Annual Programs C. Author* This is the person who had the Contact. Some Development Officers may have assistance entering their Contact Reports. If so, the Development Officer s name is entered in the Author box. D. Description* Type a meaningful description. Some reports ONLY show the Description line. E. Text Enter Contact Report details here. Who, What, When, Where, Why F. Program OPTIONAL. Choose an associated Program if necessary. G. Prospect ID This will auto-populate if Prospect ID exists. If not this will be autopopulated on the 6 th of month as new Prospect IDs update to CRs. 9 P age

10 H. Proposal ID Enter Proposal ID if a Proposal is associated with this Contact. 10. Click Save from the blue bar. 11. Your screen should look like this: Dr. White agreed to fund the $500 scholarship. We met at Mermaids at noon P age

11 Give Staff Credit Staff Credit is NOT mandatory. Staff Credit is given when more than one DOD takes part in a Contact. 1. Choose Staff Credit from the Navigation Tree. 2. Select New from the Contact Report Credit blue bar. 11 P age

12 3. Fill out the Contact Report Credit. (USE THE LETTER GUIDE BELOW) A. Staff* Enter staff member that attended meeting and should receive credit. B. Credit Type* Letters Staff member sent letters. Phone Calls Staff member made phone calls. Visits Staff member made visits. Other Use this for all other assistance. Make sure to put in a comment specifying Other type. C. Participation Specify Participated or Provided Introduction. D. Unit Choose staff member s unit. E. Comment Use Comment for any clarifying notes. 4. Click Save from the Contact Report Credit blue bar. 12 P age

13 5. Your screen should look like this: 13 P age

14 View Contact Reports FINDING ALL CONTACT REPORTS FOR A SINGLE ENTITY 1. Click the Lookups icon from the Main Menu. 2. Change Choose a template (optional) to Prospect Contact Report. 3. Enter Entity ID Number in the Contacted block. Any Entity ID will work as long as they have Contact Reports entered into the system. 14 P age

15 4. Enter DOD Entity ID Number or name in the Contact Credit ID block. THIS IS OPTIONAL. IF YOU WANT TO SEE ALL CONTACTS WITH A DONOR REGARDLESS OF THE DOD LEAVE THE CONTACT CREDIT ID FIELD BLANK. 5. Change the Contact Start Date* to the date of the oldest report you want to see. THIS IS REQUIRED. 6. Click Search. 7. The system should respond with relevant Contact Reports like this: 15 P age

16 FINDING ALL CONTACT REPORTS FOR A SPECIFIC DOD 8. Click the Lookups icon from the Main Menu. 9. Change Choose a template (optional) to Prospect Contact Report. 10. Enter DOD Entity ID Number or name in the Contact Credit ID block. 11. Change the Contact Start Date* to the date of the oldest report you want to see. THIS IS REQUIRED. 16 P age

17 12. Your screen should look like this: 13. Click Search. 17 P age

18 14. The above example Lookup will return all Contact Reports made by Lizzie Johnson after 01/01/ P age

19 MAKE SURE YOU HAVE SAVED YOUR WORK! 19 P age

20 Tasks 20 P age

21 This instruction is for adding Tasks that pertain to Non- Transformational List prospects only. Method 1: Enter Task from your Contact Report From the Contact Reports Screen. 1. Select Tasks from the Nav Tree on the left. 21 P age

22 Skip to page 24 of this Manual 22 P age

23 Method 2: Use the Lookup Tool Use the Advance Lookup tool to find the Prospect in question. 1. Search for the Entity first. 23 P age

24 2. Click on the Entity s link. 24 P age

25 3. From the Entity Overview. 4. Look for the blue bar that says Prospect Summary. 25 P age

26 5. Click on the Prospect identified under the blue bar. 6. Once you have found the Prospect Overview 7. Click on Tasks from the Nav Tree. 26 P age

27 27 P age

28 Create a Task 1. Select from the Prospect Tasks blue bar. 28 P age

29 2. Fill out the relevant fields (If the field has a * it is required): A. Task* Choose Solicitation Plan if this is the task that represents the overall plan of approach. ALL PROSPECTS MUST HAVE A SOLICITATION PLAN TASK. Choose Action Item if this task supports the overall Solicitation Plan. ACTION ITEMS REQUIRE AN EXISTING SOLICITATION PLAN TASK. 29 P age

30 B. Status (Set to one of the following:) Pending If this is a new task that is not yet completed. Cancelled If this task has not been completed and is no longer needed. Complete If this task has been completed. (MAKE SURE YOU SET ENDED DATE AS WELL.) Past Due Advance AUTOMATICALLY marks overdue if task remains in Pending state after the Deadline date set upon task creation. C. Deadline*. This is the date by which the task must be completed. D. Ended. Enter this date when the task has been completed. (MAKE SURE YOU CHANGE THE STATUS TO COMPLETE.) E. Description*. There are rules for what you enter into the two types of Task: IF YOU ARE ENTERING A SOLICITATION PLAN Target Notes: Amount(s) Collaborations (Internal and/or External) Considerations (Gift Type, Areas of Interest, Special Circumstances, etc.) IF YOU ARE ENTERING AN ACTION ITEM Next Action Steps: Item: * Schedule Visit *Invite to Event * Meet with Dean *Etc. 30 P age

31 F. Responsible. Enter the Advance ID of the person responsible for the task. THIS MAY BE YOU. If you do not know the Advance ID you can use the magnifying glass to look the responsible person up. G. Contact Report. If a Contact Report exists for this task, insure that you link to it in this field. You may use the drop-down box to choose the Contact Report or you can use the magnifying glass to look it up. If you created the task from a Contact Report this will already be identified. 3. Once you have completed filling out the Task form: 4. Click from the blue bar. 5. Advance should look something like this: Action Item: 31 P age

32 IF MULTIPLE PEOPLE (i.e. DEAN, FACULTY, etc.) ARE RESPONSIBLE FOR A TASK THEY MUST ALSO BE ASSIGNED TO THE TASK 6. From the Prospect Task screen. 7. Click in the Tasks Responsible blue bar. 32 P age

33 8. Enter additional responsible person s Entity (Advance) ID in the ID* block or use the magnifying glass to look the responsible person up. 9. Click in the Tasks Responsible blue bar. 33 P age

34 10. Your Prospect Tasks screen should now look something like this: 34 P age

35 MAKE SURE YOU HAVE SAVED YOUR WORK! 35 P age

36 How to Use Crystal Reports 36 P age

37 This instruction is for using Crystal reports to: 1. View Existing Reports 2. Run Reports with or without Prompts 1. Open Crystal Reports on the Edge Server from the aits.uark.edu Sharepoint page. 37 P age

38 2. Enter your User Name and Password. a. User Name = Your prefix (e.g. cmfarris) b. Password = Whatever you have set it to 38 P age

39 3. Double-click on Public Folders. 4. Your screen should now look something like this. IMPORTANT! EACH USER HAS A DIFFERENT VIEW. NOT ALL USERS CAN VIEW ALL FILES OR FOLDERS. YOUR FOLDER AND THE REPORTS IN IT MAY DIFFER FROM WHAT IS SHOWN IN THIS HOW-TO. THE PROCEDURES, HOWEVER, ARE THE SAME FOR EVERY REPORT. These are the folders that are available to you as a user. Inside of these folders you will find reports custom-designed for your department. Reports are placed in these folders by the AITS team. You can request custom reports at aits.uark.edu. Always request a report if you are going to be contacting entities in Advance! Never create your own reports out of Advance, it s DANGEROUS. Reports that are used repeatedly are candidates for permanent residency in Crystal. 39 P age

40 5. Select your unit folder. In this example ENGR College of Engineering. The folder icons mean that there are more folders or reports inside. The small paper icon with a green diamond is a report. FOR THIS HOW-TO WE WILL USE THE ENGR Weekly_Gift_Report.rpt as an example. 40 P age

41 TO VIEW AN EXISTING REPORT 1. Right-click on the report name. A list of options will appear. View Latest Instance is NOT a good idea. If your last report failed to run you will just get a copy of an older inaccurate report. 2. Select History as you see in the above illustration. 41 P age

42 3. This will show you a list of the previous times that this report has been run. 4. History contains (see graphics below): A. Instance Time - Date that the report was last run. B. Title Name of the report. C. Status Look for Success or Failure. If you see Recurring this is a report that is set to run on a pre-set schedule. Always look at Success reports for valid information. D. Created by The person that ran the report. E. Type Type of report (i.e. Microsoft Excel or PDF) F. Parameters These are the settings that can be changed to make a report show different information. This field shows you which settings were in place when the report was run. All reports are stack-ranked by date. Newest to oldest. 42 P age

43 5. Choose the report you wish to view and left-click on its title. 43 P age

44 6. Your file has now been opened on the bottom-left corner of your screen. You may open it by clicking on it. (See below) 44 P age

45 How to Run an Existing Report with (or without) Changed Parameters 1. Right-click on the report name. A list of options will appear. ONLY RUN A NEW REPORT IF YOU NEED CURRENT DATA OR YOU NEED TO CHANGE HOW A REPORT IS RUN (ITS PARAMETERS) 2. Left-click on Schedule. 45 P age

46 3. This will open your Schedule screen. It will look like this: 46 P age

47 4. Instance Title You may change the Title of the Report for this run only. THIS IS NOT A REQUIRED STEP. IT IS OPTIONAL. 5. Recurrence This will let you set up the report to run multiple times. You have multiple options as you can see below: IF YOU ONLY NEED THE REPORT TO RUN ONCE AND RIGHT NOW SELECT NOW! 47 P age

48 6. Prompts Allows you to change the parameters of the report. This is how you change what information the report will display. THIS IS NOT A REQUIRED STEP. IT IS OPTIONAL. THIS REPORT HAS MULTIPLE PARAMETERS THAT CAN BE CHANGED. NOT ALL REPORTS HAVE THIS MANY PARAMETERS. SOME HAVE NO PARAMETERS AT ALL! 7. Click Edit Values button to make changes to the report parameters. 48 P age

49 8. If you want to change a parameter remove the check mark by Set to Null and change the information in the text box. Sometimes these have drop down boxes or calendar tools, sometimes they require the user to enter text directly into the box. (In the below example I have set a start date of February 5 and 4:02:31 PM.) 49 P age

50 9. When your parameters are all set the way you like (YOU CAN SET MORE THAN ONE ON THE SAME PAGE!) 10. Scroll to the bottom of the box and choose the OK button. 50 P age

51 11. Start the report by left-clicking the Schedule button in the bottom right-hand corner of the screen. IGNORE ALL OTHER OPTIONS! 51 P age

52 12. This will cause your History page to open again. 13. You will see your report running at the top of the screen. 14. This is what it will look like when it is finished: 52 P age

53 15. Choose the report you JUST RAN and left-click on its title. 1. Your file has now been opened on the bottom-left corner of your screen. You may open it by clicking on it. (See below) 53 P age

54 How to One- Drive from Handheld University of Arkansas IT Department instructions for installing support software for ios and Android can be found at: 54 P age

55 1. Choose App Store. 55 P age

56 2. Choose the Magnifying Glass for Search. 56 P age

57 3. Type one drive in the Search bar and press. 57 P age

58 4. Find the Microsoft OneDrive app. 5. Press. 58 P age

59 6. Wait for download. 7. Press. 59 P age

60 8. Press. 9. OneDrive will begin to load. 60 P age

61 10. Enter your UARK address. 61 P age

62 11. Press. 62 P age

63 12. Enter your UARK password. 13. Press. 14. OneDrive will contact the University s Server. 63 P age

64 64 P age

65 15. OneDrive will ask to notify you of File Changes. 16. Select. 65 P age

66 17. OneDrive will ask to send you notifications. This is up to the individual. 18. OneDrive will ask to Enable OneDrive for imessage. I chose I m all Set. This is up to the individual. 66 P age

67 19. All OneDrive files are now available on your mobile device. 67 P age

68 68 P age

69 How to WinZip from Handheld University of Arkansas IT Department instructions for installing support software for ios and Android can be found at: 69 P age

70 1. Choose App Store. 70 P age

71 2. Choose the Magnifying Glass for Search. 71 P age

72 3. Type WinZip in the Search bar and press. 72 P age

73 4. Scroll down till you find the FREE version of WinZip (unless you want to be able to access your OneDrive through WinZip you ll need to purchase the full version for that functionality.) 5. Press. 73 P age

74 6. Wait for download. 7. Press. 74 P age

75 8. WinZip will ask for access to your Music, Pictures, etc. OK is a safe option. 75 P age

76 9. Either choose the Free Version of WinZip or Upgrade to Full Version: 10. WinZip is installed. 76 P age

77 How to VPN from Handheld University of Arkansas IT Department instructions for installing support software for ios and Android can be found at: 77 P age

78 This document captures the steps to install Pulse Secure on an iphone Choose App Store. 78 P age

79 2. Choose the Magnifying Glass for Search. 79 P age

80 3. Type pulse secure in the Search field and press. 80 P age

81 4. Find Pulse Secure in your Search results (mine came up first) and press the. 81 P age

82 5. Wait for download. 6. Press. 7. Pulse Secure will launch and it will ask you: 82 P age

83 8. Click Allow. 83 P age

84 9. Press Please Add a Connection. 84 P age

85 10. Enter the following information and NOTHING more (Leave Password alone): 85 P age

86 11. Scroll down. 12. Click. 86 P age

87 13. Your screen should now show the work VPN. It is NOT connected. 14. Click. 87 P age

88 15. Enter your password. 16. Press. 88 P age

89 17. Phone will connect to VPN. (***NOTE***: MAKE SURE YOUR PHONE IS NOT CONNECTED TO THE U OF A GUEST WIRELESS NETWORK. ***NOTE***) 89 P age

90 18. The VPN should now be connected. Press the button to disconnect. 90 P age

91 How to Find Differences in Excel Files 91 P age

92 For this example I have created two Excel Files with a list of names in each. Most of the names match but: They are not all in the same row. They are not all in the same column. Some names do not match at all. Here is a screen capture of the two Excel files that I am using: I am using a tool on my Windows Desktop called Beyond Compare 4. Here is how you use it: 1. Double click the desktop icon. 2. It may ask some licensing questions. If so, continue with free unless/until you can get the full rights to the package. Better to stay free until you see if this is helpful. 92 P age

93 3. You should see the below appear. 4. Click the arrow on the right side of the application 93 P age

94 5. Choose the Table Compare icon. 94 P age

95 6. Click the folder on the left side and find the first file (my file above was Diff test 1) that you want to compare. 7. Click the folder on the right side and find the second file (mine was Diff test 2) that you want to compare. 95 P age

96 8. The tool should automatically compare the two files in the main window. 9. Here is what mine looks like (I ve added some notes below:) NOTES 1. John Pershing shows up in both spreadsheets BUT they are not in the same column so they do NOT match. 2. James Timesson and Ellen Harpe2 appear in the second spreadsheet but not the first. The software is not smart enough to tell that Ellen Harpe2 is similar to Ellen Harper. No match. 3. The column that I have tagged with the number 3 shows you what ROW the name is found in the Excel document. This is good news; it means that, as long as the information is in the same column and is spelled the same, it can be in ANY ROW and the tool will still find it. 4. In short: Entries must be in the same column in both spreadsheets. Entries do NOT have to be in the same row in both spreadsheets. 96 P age

97 5. Last note: The red names are obvious mismatches. The pink lines show you the lines that differ in one way but not all ways. 97 P age

98 Appendix 1: Training Overview 98 P age

99 ADVANCE Introduction ADVANCEd Refresher ADVANCEd Events ADVANCEd Contact Reports ADVANCEd Tasks ADVANCEd Proposals ADVANCEd-- Crystal ADVANCEd Clipboard Blackbaud Foundation Reports NoSS/Perceptive Notice of Student Support 99 P age

100 Appendix 2: Proposal Checklist and Flowchart 100 P age

101 THIS IS NOT A MANDATORY FORM. THIS IS FOR INDIVIDUAL DOD USE ONLY. Proposal Submission Checklist for Development Officers Entity INFORMATION Entity name: CHECKLIST TIMELINE STEPS PRIOR TO SUBMISSION Responsible party Detail DETERMINE ELIGIBILITY DEV. OFFICER See flowchart FILL OUT LOG FORM WITHIN 5 DAYS OF PROPOSAL ASK DEV. OFFICER See Gizmo < DOD Resources < Proposals CHECK CONTACT REPORT BEFORE FORM SUBMISSION DEV OFFICER Must reference proposal submission date REQUEST PROSPECT ID IF PRIOR TO FORM SUBMISSION DEV. OFFICER Contact Prospect NONE NOTE CO-SOLICITATION CREDIT IF APPLICABLE STEPS FOR SUBMISSION DEV. OFFICER Management to set up Note on form & contact report SUBMIT TO proposal@uark.edu WITHIN 5 DAYS OF PROPOSAL ASK DEV. OFFICER form All proposals for month must be submitted before end of month to populate on end of month dashboard. STEPS AFTER FUNDING NOTIFY proposal@uark.edu OF FUNDING PROPOSAL IS MARKED AS FUNDED STEPS AFTER PARTIAL FUNDING IMMEDIATELY DEV. OFFICER as a proactive measure to ensure Gift Services is aware AT TIME OF FULLY EXECUTED* GIFT AGREEMENT GIFT SERVICES If no gift agreement, then it will be updated at time of recorded receipt or pledge 101 P age

102 NOTIFY OF FUNDING FUNDED AMOUNT IS UPDATED TO REFLECT PARTIAL FUNDING AMOUNT STEPS AFTER DECLINED IMMEDIATELY DEV. OFFICER as a proactive measure to ensure Gift Services is aware AT TIME OF RECORDED RECEIPT OR PLEDGE GIFT SERVICES This action will not update the proposal stage to funded, only the funded amount ENTER CONTACT REPORT NOTING DECLINE OF PROPOSAL SEND COPY OF DECLINING CONTACT REPORT TO proposal@uark.edu WITHIN 5 DAYS OF DECLINE DEV. OFFICER WITHIN 5 DAYS OF DECLINE DEV. OFFICER It is important to have a record of this in Advance Sending the copy of the contact report will speed up the Gift Services process 102 P age

103 PROPOSAL FLOWCHART 103 P age

104 Appendix 3: Proposal Log Form 104 P age

105 105 P age

106 Appendix 4: Advance Shortcuts 106 P age

107 CTRL ALT SHIFT HELP CONTEXT LOOKUP RESTART WITH NEW ID CLIPBOARD GoTo NEW REFRESH WINDOW SAVE INQUIRY/ MAINT. MENU PASTE from CLIPBOARD COPY to CLIPBOARD F1 F2 F3 F4 F5 F6 F7 F8 F9 F10 F11 F12 Context Site Help Site Help Spouse Info. Close Window CTRL CTRL Close Advance ALT Ctrl + U - Open Parent Window ALT Alt + Dn Arrow - Open Dropdown List Entity Lookup SHIFT Ctrl + I - Show Audit Information Alt + Up Arrow - Open Dropdown List 107 P age

108 Appendix 5: Foundation Account Code List 108 P age

109 109 P age

110 110 P age

111 111 P age

112 112 P age

113 113 P age

114 114 P age

115 Appendix 6: Assistance Center s 115 P age

116 Group Purpose Address When should I ? Records Research Imaging Gift Services Update of Biographic Information including Marital Status, Birth, Death, Address Change, Children, etc. Provides up-todate, in-depth and correct Biographical data for potential and existing donors. Uploads highquality images to data storage and links to Advance Entity. Responsible for entering all financial transactions into Advance and records@uark.edu research@uark.edu imaging@uark.edu giftserv@uark.edu Any time you discover that Advance Entity information needs to be updated. Any time you need detailed information about a potential or existing donor. Any time you have a memo, , letter, card photo, or other type of document that needs to be stored for future information. When you have giftrelated information or updates. 116 P age

117 AITS Proposals other financial databases. All reporting and training. Entering and tracking Proposals in Advance. aits.uark.edu When you need to contact donors, have a special report request or need training on Advance, NOSS or Blackbaud. When you need to submit or update a proposal. 117 P age